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The ‘EThOS’ Toolkit. Dr. Susan Copeland (ETD 2006). EThOS. A UK project to produce an Electronic Theses Online Service. EThOS project workpackages. Project management Central host & search interface Harvesting data from institutions Retrospective digitisation IPR & permission

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The ‘EThOS’ Toolkit

Dr. Susan Copeland

(ETD 2006)


A UK project to produce an

Electronic Theses Online Service

EThOS project workpackages
  • Project management
  • Central host & search interface
  • Harvesting data from institutions
  • Retrospective digitisation
  • IPR & permission
  • Toolkit for institutions
  • Business models
  • Dissemination and advocacy
Work Package 6

(Toolkit for institutions)

Led by: The Robert Gordon University

Susan Copeland (RGU)

Siddhartha Shakya (RGU)

Astrid Scott (Edinburgh)

[email protected]

purpose of the toolkit
ToolkitPurpose of the toolkit
  • To assist institutions to make theses available online
  • To offer guidance on the alternative options for participating in EThOS
  • To provide advice on the legal, cultural, technical, administrative and resource issues that need to be considered
  • Generic approach adopted
  • Allows flexibility to cover different circumstances
    • Repository
    • Participation
  • Specific examples are given which can be adopted/adapted

A four step process:

  • Step1. Culture Change
  • Step2. Business Requirements
  • Step3. Technical Implementation
  • Step4. Training & Development
step1 culture change
Step1. Culture Change

a. What are e-Theses?

b. What is ‘EThOS’?

c. Who benefits from e-Theses?

d. Acquiring content

e. What impact do e-Theses have?

f. Supporting literature

step2 business requirements
Step2. Business Requirements

a. Business Case

b. Legal Issues

c. Administrative Issues

d. Participation Options

e. Repository Options

f. Metadata

g. Prioritising Digitisation

step2 business requirements1
Business caseStep2. Business Requirements

a. Business Case

  • The benefits
  • The resources involved
  • Creating and sustaining the service
step2 business requirements2
Step2. Business Requirements

b. Legal Issues

  • IPR
  • Sample agreements and forms

c. Administrative Issues

  • Approaching committees
  • Sample regulations
step2 business requirements3
Paper theses

Microfilm theses


Theses metadata only



Step2. Business Requirements

d. Participation Options

  • Metadata and content
  • Metadata only
step2 business requirements4

Search and download e-theses

UKDoT, the Central Hub

Harvested by central Hub

Harvested by central Hub

Consortium repository

(Option 1/2)

Institutional repository (Option 1/2)

Direct submission

Institutional repositories

Digital theses (Option 3)

Step2. Business Requirements

e. Repository Options

  • Use existing institutional (or consortium) repository
  • Setup institutional (or consortium) repository
  • Use central hub only
step2 business requirements5
Step2. Business Requirements
  • Title
  • Author
  • Supervisor
  • Institution
  • Date
  • Type
  • …..

f. Metadata

  • Sample metadata

g. Prioritising Digitisation

  • Selection by date
  • Selection by subject
  • School/department
  • Level of use
  • Importance on campus
step3 technical implementation
Step3.Technical Implementation
  • Use existing institutional (or consortium) repository
    • Additional setups if required
  • Setup institutional (or consortium) repository
    • Available hardware and software
    • Best practice
  • Use central hub only
    • Direct submission to Central Hub
step4 training and development
Step4. Training and Development
  • Training
    • For Library and I.T. Services staff
    • For Academic staff / supervisors
    • For Registry and admin staff
    • For Students
  • Future Developments
    • Marketing and ongoing advocacy work
    • Periodic upgrading of the service